Grant Forms FAQ

🏗️ How do I create an application or report?

The main reason to use GO Smart is to give your applicants a "cycle" they can return to throughout the application workflow. A Cycle is a single grant opportunity that can include different parts:

• Intent to Apply: A short "pre-check" form.

  • 👉 View this tutorial to learn how to create an Intent to Apply page.

• Application: The main request for funding.

  • 👉 View this tutorial to learn how to create an application page.

• Interim Report: A mid-project update.

  • 👉 View this tutorial to learn how to create an Interim Report page.

• Final Report: The last report after the project is done.

  • 👉 View this tutorial to learn how to create a Final Report page.

• Flex Form: A custom form for things like receipts or invoices.

  • 👉 View this tutorial to learn how to create a Flex Form.

📝 Notes:

• If you don't see the option to add an Intent to Apply or Interim Report, contact the GO Smart team to turn those features on.

• Discuss with the GO Smart team before you open a flex form, as this may incur additional fees.

👁️ How can I see the form exactly like my applicants do?

• Individual Pages: Click the Preview Page button in the top right of the Page Editor.

• The Full Experience: We recommend creating a "Test User" account. Log in as that user to walk through the entire portal and fill out a test application.

For in-depth walkthroughs of previewing and testing your application:

🖨️ How do I print or download a copy of the application?

To get a view-only version:

1. Log in as your test applicant.

2. Find the cycle of the application you want to download.

3. If the open date is in the past, and the close date is in the future, you can click the Preview button to generate a PDF with no answers.

⚠️ Important: This PDF is meant to show answers. It may not show every possible choice in a dropdown menu or empty rows in a table. It is not a perfect "blank" offline copy.

🔍 Why can't my applicant see the grant cycle?

If they can't see the grant at all, check your Display status.

1. Go to the Grant Editor tab → Program Cycles subtab → Applicant Access & Dates section.

2. Make sure the Display is set to Show.

3. Check the Invite option below the Display option to see if an Invitation Code is set and needs to be shared with the applicant.

🖱️ Why can't my applicant click START or EDIT?

If they see the grant, but the button doesn't work, check these three things:

• Dates: Ensure the "Open" date is in the past and the "Deadline" is in the future.

• Intent to Apply: If you use an Intent to Apply that requires admin approval before an applicant can move forward, the applicant must be in the "Intent to Apply Approved" status before they can start the main application.

⚪ Why is the application page blank when my applicant clicks EDIT?

If an applicant does not see questions when they click START or EDIT on the application, it usually means a step was skipped in the Status Workflow. This often happens when an applicant is moved to "In Progress" without first being in "Intent to Apply Approved". To fix this:

1. Go to the Grant Manager Dashboard and select your Program and Cycle.

2. Search or filter to find the applicant.

3. Change their status to Intent to Apply Started and click Save.

4. Change it to Intent to Apply Received and click Save.

5. Change it to Intent to Apply Approved and click Save.

6. Now, when the applicant clicks Edit, the content will appear!

📅 Why can't applicants see the Interim or Final Report?

If an applicant is looking for a report but can't find it:

• Settings: Go to the Grant Editor → Program Cycles → Applicant Access & Dates settings and check:

  • Offer Interim/Final Report = Yes

  • Open and Close dates are correct

• Status: The application must be in Funded status to display an Interim Report, or a Final Report when no Interim Report is present. If an Interim Report is present and completed, the application must be in Interim Report Approved status to display the Final Report.

• Duplicate Accounts: Check if the applicant has two accounts. They must be logged into the exact account they used to submit the original application.

🔗 Can I ask for links to videos (like YouTube or Vimeo)?

Yes! Instead of using the Media Library, you can create a Text Field (100-character limit).

• URL: Tell applicants to start their links with https:// so they are clickable for reviewers.

• Security: Our system requires the "s" in https. If an applicant has an old http link, tell them to use a URL shortener like Bitly.

📎 How do I upload and share PDFs or guides with applicants?

You can upload PDFs, budget template spreadsheets, or images to your private GO Smart server. You can then link to these files in your "Info/Instructional" text sections so applicants can download them while they work.

For an in-depth walkthrough of uploading files to your GO Smart server and linking them: